Custom fields

Collect organization-specific information on positions, candidates, and applications.

Custom fields

Add fields for information that InsightHire does not collect by default, such as cost center, hiring priority, certification, or referral source. Custom fields can appear on positions, candidate profiles, or applications.

Custom fields are an optional organization feature. If Settings → Custom Fields is missing, ask an InsightHire platform administrator to enable it. If access is later removed, existing values remain visible, but fields and values cannot be changed.

Choose a field type

You can create:

• Text for a short answer, up to 1,000 characters by default.
• Long text for a longer answer, up to 20,000 characters by default.
• Number with optional minimum and maximum values.
• Currency with a three-letter currency and optional minimum and maximum values.
• Date.
• Single select for one choice from a list.
• Multi select for several choices from a list.
• Yes / No.
• Team member for selecting a user in your organization.

A select field needs at least one option and can have up to 100 options. The field type cannot be changed after creation. To use another type, archive the field and create a replacement.

Create a custom field

1. Open Settings → Custom Fields.
2. Choose Positions, Candidates, or Applications to decide where the field belongs.
3. Select Create field.
4. Enter the label candidates or team members should see.
5. Add optional help text.
6. Choose the field type and complete its options or limits.
7. Decide whether the field is required.
8. Optionally choose Show this field when… so this field appears only after an earlier field has a matching answer.
9. Save the field.

A field can depend on one earlier field of the same type (position, candidate, or application). Chain children to create layered questions — for example, “Needs visa?” → “Visa type” → “Visa notes.” A child cannot depend on itself or on a field that appears after it.

Available conditions depend on the earlier field’s type and include equals, does not equal, contains, is answered, is at least, and is at most.

Application fields can appear on the public application form and in application review. Team-member fields are not shown to candidates on the public application form.

Reorder or edit fields

1. Open the relevant entity tab in Settings → Custom Fields.
2. Use the arrow controls to change the order of active fields. A conditional field cannot move above the field that controls it.
3. Open a field to change its label, help text, required setting, options, limits, or visibility rule.
4. Save your changes.

Changing select options can make an older value invalid the next time its record is edited. Review existing use before removing an option.

Archive or restore a field

Archive a field when you no longer want it on new forms. Archiving keeps existing values for historical records.

1. Open the field in Settings → Custom Fields.
2. Select Archive and confirm.
3. To use it again, view archived fields and select Restore.

Required-field behavior

Required fields block saving when they are empty and visible. A field that is hidden by a visibility rule is not required. Adding a required field does not immediately invalidate older records. A user must complete it the next time that position, candidate, or application is edited. Hidden answers are cleared when their controlling field no longer matches.

Use custom fields with governance

When job governance is enabled, job templates can supply custom-field defaults, intake forms can collect them, and approval steps can use them as conditions. Enable custom fields before building workflows that depend on them.

See Job governance, Platform optional features, and Create your first position.

Troubleshooting

• The tab is missing: Ask a platform administrator to confirm custom fields are enabled for your organization.
• A record will not save: Complete required fields and follow the validation message shown beside each field.
• A select value is rejected: Restore the needed option or choose a current one.
• You need a different field type: Archive the existing field and create a replacement.